Benefits of DMS - Crown Information Management Global

⚠️ Research shows:

$8.55* return for every $1 invested in document management [*source]

The Hidden Cost of Manual Document Handling

Small businesses lose significant productivity and revenue due to inefficient document processes

Productivity loss in paperwork

Difficulty locating documents

Lost time managing versions

The seven benefits of a DMS for smaller enterprises

Make yourself more efficient regardless of your size

Dramatic time savings

Document retrieval drops from 5 minutes to 30 seconds

Real Example:

Processing 100 invoices daily: Save 98 hours monthly on storage and retrieval alone

Cost savings

Eliminate paper, printing, storage, and manual labor costs

Cost Savings:

• 15% less office space needed
• 60-80% reduction in printing costs
• Eliminated off-site storage fees

Enhanced security

Advanced access controls and audit trails protect sensitive data

Protection Features:

• Encrypted document storage
• Role-based access control
• Complete audit trails

Collaboration

Multiple users can access and edit documents simultaneously

Business Impact:

Collaboration improvements boost profitability by up to 20%

Version control

Automatic tracking ensures everyone works with the latest version

Eliminates:

• Conflicting document versions
• Email attachment confusion
• Costly revision mistakes

Rigorous compliance

Automated retention policies and audit trails ensure compliance

Compliance Benefits:

• HIPAA, SOX, GDPR ready
• Automated document retention
• Audit-ready documentation

Business continuity

Cloud-based backups protect against disasters and data loss

Critical Protection:

40-60% of small businesses never reopen after disasters that destroy records

Benefits by Industry

See how DMS transforms operations in different business sectors

Professional services

Client files accessible anywhere

Automated billing document workflows

Secure client portal access

Compliance with professional standards

Healthcare

HIPAA-compliant patient records

Instant access to medical histories

Automated insurance processing

Secure provider collaboration

Manufacturing

Quality control documentation

Supplier contract management

Regulatory compliance tracking

Production record automation

Financial services

Secure digital archiving of records

Automated compliance reporting

Faster approval & account processing

Audit-ready document trails

What are the productivity gains?

Objective, clear, measurable productivity

Document Retrieval
From 5 minutes to 30 seconds - 90% time reduction
Document Processing
Automated indexing saves 1.5 minutes per document
Customer Service
Resolve inquiries without callbacks - instant access
Approval Workflows
Electronic signatures reduce processing from days to hours

Start Your

DMS Transformation

01 Assess your costs Calculate time spent on manual document processes and associated costs
02 Identify low-hanging fruit Start with highest-impact areas like invoice processing and customer service
03 Implement and then scale Deploy in phases and expand to additional departments as benefits are realised

Document Management Systems aren't just about going digital

They're about transforming your business operations to be more eficient, secure, and profitable.

Key Takeaways

The bottom line on document management system benefits

Return on every dollar invested

Reduction in document retrieval time

Hours saved per week on average

⚠️ Can you afford not to have a DMS?

The question isn’t whether you can afford to implement DMS, but whether you can afford not to. Check out what DMS actually is and how it helps.

Records Management

Digital Solutions

Secure Destruction

"I'm an SME, what's the point of a DMS?"